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Home My WebLink AboutColleyville Center-Agenda Packets-02/20/2017City of Colleyville Page 1 City of Colleyville Colleyville Center Advisory Committee Agenda City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Monday, February 20, 2017 5:30 p.m. Colleyville Center 5301 Riverwalk Drive 1.CALL TO ORDER 2. APPROVAL OF MINUTES November 21, 2016 3.REGULAR AGENDA ITEMS 3a Annual Review of Center Fee Schedule 3b Q1 Center Performance and Operation Update 4.ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, February 17, 2017 by 5:00 p.m. Leslie Hill Colleyville Center Manager A quorum of the Colleyville City Council and/or any other Colleyville Board, Commission, or Committee may be in attendance at this meeting. Any matter on this agenda may, at the discretion of the governing body, be opened for public comment and discussion. If you plan to attend this public meeting and have a disability that requires special accommodations, please advise the Colleyville Center Administrative Assistant at least 48 hours in advance at 817.503.1330, and reasonable accommodations will be made to assist you. COLLEYVILLE CENTER ADVISORY COMMITTEE FY 2016 – FOURTH QUARTER MEETING NOVEMBER 21, 2016 MINUTES Present: Chair Mark Johnson, Darla Dennison, Adrian Esquivel, Judy Goodwin, Louis Miller, Fred Mills, Amy Redfearn, Paul Vigiletti, and Tom Westerman Strategic Services Manager Adrienne Lothery, Center Manager Leslie Hill and Center Coordinator Marilyn Gilbert Absent: Mike Bolton, Tracy Cutrona, Earlene Garvey, and Julie George 1. The Meeting was called to order at 5:30 p.m. by Chair Mark Johnson. 2. The minutes were approved as written for Q3 2016. 3. Center manager reviewed the Colleyville Center’s Q4 results and operations report. 4. Meeting was adjourned at 6:40p.m. Next scheduled meeting will be Monday, February 20, 2017. City of Colleyville Page 1 City of Colleyville Colleyville Center Advisory Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3a Agenda Date 02/20/2017 Number Type Regular Agenda Items Department Colleyville Center Title Annual Review of Center Fee Schedule Strategy Map Connection B4- Cultivate a culture of transparency and consistent communication Explanation Annual review of Center fee schedule Attachments 1.Annual Review Center Fee Schedule Agenda Item 3a Discussion: Annual Review of Fee Schedule Colleyville Center Advisory Committee February 20, 2017 Annual Review of Fee Schedule •Each year the CCAC reviews the Colleyville Center fee schedule and provides recommendations to the City Council on any changes •FY 2018 Staff recommendation: consider increasing deposit amount to cover actual damages that have been occurring and clean up list of administrative fees •Reminder: changes to the non-profit fee schedule approved in 2017 were a two year phase-in, with the second year of changes effective October 1, 2017 (FY 2018) Code of Ordinances Section 2-26: Fees and Charges for City Services Colleyville Center Fees . Colleyville Based Non-Profit and Civic Organization Rates Room Max occ.*Weekday rate Prime weekend Fri/Sat/Sun Theater = T Banquet = B Classroom = C Four-hour block of time, except for entire building rental which is eight hours Eight-hour rental Small conference room 792 sq. ft. T-60 B-50 C-35 $75.00 Entire building rental only North hall 3,155 sq. ft. 1,664 plus 1,491 stage T-200 B-100 C-70 $100.00 Entire building rental only South hall 2,872 sq. ft. 1,872 plus 1,000 kitchen T-200 B-100 C-70 $100.00 Entire building rental only North-South hall total 6,027 floor -3,536 T-500 B-300 C-150 $175.00 Entire building rental only Entire building 8,475 sq. ft. Building occupancy T-500 $375.00 weekday 50% discount Friday and Sunday $900.00 20% discount prime Saturday $1,760.00 Garden plaza (including chairs)T-150 $375.00 $375.00 Administrative Fees Non-profit Standard Video LCD Projector per hour (portable and ceiling mount)$65.00 with weekday max $150.00 $65.00 LCD 220″ rear screen HD projector per hour $75.00 with weekday max $200.00 $75.00 Rolling video cart with electrical and extension $2.00 $10.00 Gallery flat screen or TV monitor (per event)$65.00 $65.00 Stage front drop screen $10.00 $40.00 Portable screen (9′)$40.00 $40.00 Conference room pull down $20.00 $20.00 Administrative Fees -Continued Non-profit Standard Video LCD Projector per hour (portable and ceiling mount)$65.00 with weekday max $150.00 $65.00 LCD 220″ rear screen HD projector per hour $75.00 with weekday max $200.00 $75.00 Rolling video cart with electrical and extension $2.00 $10.00 Gallery flat screen or TV monitor (per event)$65.00 $65.00 Stage front drop screen $10.00 $40.00 Portable screen (9′)$40.00 $40.00 Conference room pull down $20.00 $20.00 White board/flip chart with easel $20.00 $20.00 Easel $15.00 $15.00 Audio Baby grand piano $100.00 $100.00 Stage lighting (one time setting—Per hour)$50.00 $50.00 Stage lighting and sound board (must use AV tech)$200.00 + AV tech $200.00 + AV tech Podium with microphone $20.00 $35.00 iPod connection $20.00 $20.00 Corded microphone on stand—One free with N/S hall $15.00 $15.00 Wireless microphone (hand held or lapel)$25.00 $50.00 Colored up lights $200.00 $200.00 Room set Linens (per linen) weekdays only $5.00 $10.00 $5.00 $10.00 Draped and skirted registration table $15.00 $15.00 Room change after final set (per table and chair set)$20.00 $20.00 Repositioning room during event $400.00 + $10.00 ea. Table set $400.00 + $10.00 ea. Table Set Administrative Fees -Continued Catering Non-profit Standard Catering fee 15% of F&B with $1.50 pp min.15% F&B 15% F&B Kitchen Use/Food Service (when food is brought in) Catering (client self-catering—KU) -flat fee based upon set up or attendance whichever is greater $1.00 per person weekday or weekend ($300.00 max) $1.00 per person weekday $2.00 per person weekends ($300 minimum) Deluxe coffee service with condiments 15 cup carafe—$15.00 15 cup carafe—$15.00 Continental Breakfast (w/20 person minimum)$10.00 pp including fruit $10.00 pp including fruit Gourmet box lunch (w/20 person minimum)$15.00 pp including beverage $15.00 pp including beverage Break service (beverage & cookies—W/20 person minimum)$5.00 per person $5.00 per person Water/soda service $1.00 per bottle $1.00 per bottle Miscellaneous Copies 1—50—$0.25 first copy, $0.10 thereafter $0.25/$0.10 $0.25/$0.10 Fax machine (incoming and outgoing)$2.00 per page $2.00 per page Deposits: Entire building $500.00 $500.00 $1,000 Grand hall $300.00 $300.00 Half hall (North or South)$200.00 $200.00 Conference room $50.00 $50.00 Miscellaneous Fees/Policies •Cancellation Policy—Any cancellation of a Friday, Saturday, or Sunday entire building rental or combined north/south hall booking shall result in lessee forfeiting one-half of the deposit. If the cancellation is received 180 to 120 calendar days prior to the event, the lessee will forfeit all of the deposit. If the cancellation is received less than 120 calendar days prior to the event, the lessee will forfeit all monies paid to the Colleyville Center. •Non-profit donations—Any not for profit organization that donates over $50,000.00 to the Colleyville Center does not incur equipment fees. Supply and service fees are not included in this waiver. If a not for profit organization donates a single piece of equipment, it becomes Colleyville Center property and use of that equipment by that organization does not incur equipment fees. •Colleyville Center deposit forfeiture service fees —A service fee of up to $500.00 up to $1,000 will be retained from lessee deposit charged to lessee for failure to leave the premises (building and grounds) in as good or better condition than it was prior to being leased or for failure to pay outstanding balance of other fees Miscellaneous Fees/Policies -Continued •AV surcharge—All rented audio visual equipment brought into the building by another vendor incurs a 15 percent charge of the Colleyville Center fee for same equipment. •Discount for using local businesses—If a client uses three or more Colleyville businesses during their event, the center will provide complimentary colored up- lighting ($200.00 value). •Additional rental hours—If a client requests to extend a rental of the entire building beyond their eight hour rental, additional hours will be available for an additional $250.00 per hour, within the business hours of the center. The additional hours must be requested in advance. Fees will not be pro-rated for increments of time less than one hour. Miscellaneous Fees/Policies -Continued •Late fees—The Colleyville Center closes at 12:00 a.m. (midnight) on Friday and Saturday and 11:00 p.m. Sunday through Thursday. Should a client remain on the premises after the building is closed, a fee will be assessed at the rate of $500.00 $1,000 per hour until such time the building is vacated. Fees will not be pro-rated for increments of time less than one hour. •Colleyville Center rental hours —The Colleyville Center is available for rental from 8:00 a.m. to 11:00 p.m. Monday through Thursday, 8:00 a.m. to midnight on Friday, 11:00 a.m. to midnight on Saturday, and 11:00 a.m. to 11:00 p.m. on Sunday. Weekday rental rates apply Monday through 4:00 p.m. on Friday. Prime weekend rates apply 4:00 p.m. Friday through 11:00 p.m. Sunday. City of Colleyville Page 1 City of Colleyville Colleyville Center Advisory Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3b Agenda Date 02/20/2017 Number Type Regular Agenda Items Department Colleyville Center Title Q1 Center Performance and Operation Update Strategy Map Connection B4- Cultivate a culture of transparency and consistent communication Explanation Center Manager report on Q1 Performance and Operation update Attachments 1.Q1 FY2017 Performance and Operation Update Colleyville Center FY 2017 Update Colleyville Center Advisory Committee February 20, 2017 Agenda •FY2017 -YTD Update •Center Performance Metrics •Facility Update •Marketing FY17 Performance Measures CENTER DASHBOARD FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 FY 2017 TARGET YTD 2017 ECONOMIC IMPACT (CLIENTS USING LOCAL MERCHANTS)55%57%59%59%60%60%62% COST RECOVERY 70%66%81%75%62%70%57% CUSTOMER SATISFACTION 98%96.3%96.4%97.3%98%97.5%92% REVENUE $240,000 $246,797 $230,793 $226,901 $209,919 $256,000 $48,589 TOTAL EVENTS 420 386 412 452 376 400 90 78% 70%66% 81%75% 62%57% 1 COLLEYVILLE CENTER COST RECOVERY 2011 2012 2013 2014 2015 2016 YTD 2017 Historical Segment Utilization FY 2014 FY 2015 FY 2016 FY 2017 YTD Percent of total events held: Colleyville residents 10%11%23%15% Percent of total events held: Non-residents 36%30%25%25% Percent of total events held: Non-profits 47%50%45%54% Percent of total events held: City departments 7%9%5%6% FY17 Utilization-90 Events RESIDENTS NON-PROFIT /HOA NON RESIDENT CITY EVENTS /MTGS 15% 54% 25% 6%SEGMENT FY16 vs FY17REVENUE COMPARISON NON PROFIT RESIDENT SOCIAL NR STANDARD BUSINESS 1 Qtr 16 $11,375.00 $7,746.00 $15,891.37 $8,161.50 1 Qtr 17 $12,147.00 $10,921.00 $25,905.00 $10,788.00 $0.00 $5,000.00 $10,000.00 $15,000.00 $20,000.00 $25,000.00 $30,000.00 FACILITY •Balllustrada / Garden Replanting –Spring Completion •Emergency Repairs –HVAC Unit Replacement •North Hall Screen Replacement –Damaged during event Center Marketing Fort Worth Star Telegram Community Newspapers Region 1 Colleyville Grapevine Southlake Region 2 Keller Watauga Westlake Region 3 Euless Bedford North Richland Hills Rate Card Updated and Printed The Knot Bridal Magazine-Fall Winter Keller Magazine 5 issues Jan-May Rotation of Wedding, Business Ads Social Media –69% of contacts continue to come from mobile devices –Top four online lead generators: Referrals - Facebook –750 Likes, 62 Reviews, 84% 5-Star, 6% 3 & 2 Star Weddingwire.com- 2017 Bride and Groom Choice Award for Texas Venue Colleyvillle.com-ccevents.com -50 leads Google.com- 2017 NETWORKING •Bridal Show –Center Open House November 2016 •Colleyville Area Chamber of Commerce –Table top displays at luncheons 2017 CCAC MEETINGS Monday, May 22 Monday, August 21 Monday, November 20